What I’d start with
One monthly checklist format and a small agreed group of clients.
BOOKKEEPERS
A clear request for the missing paperwork.
For a bookkeeper or small practice spending too much of month-end asking clients for the same paperwork. Make the outstanding list easier to keep current.
See the automation flowIllustrative example · a possible starting point for your business
THE PROBLEM
You’re ready to do the books. The documents aren’t.
A client has sent some receipts, the bank statement is still missing and one attachment came in on a different thread. Before you can get to the work, you have to piece together what has arrived and what to ask for again.
- Reopening folders and emails to check the same list.
- Sending vague reminders that produce another incomplete reply.
- Chasing an item someone has already sent.
THE SOLUTION
How the automation would work
I’d give each client and month a checklist, with links to its document folder. Agreed naming rules mark likely arrivals for your review, and a scheduled check prepares a request for the remaining items.
- 01 / TRIGGER
Scheduled folder check
At agreed intervals, check the files in each client’s monthly folder.
- 02 / AUTOMATION
Update the checklist
Match files to named items. Mark uncertain matches for you to verify.
- 03 / AUTOMATION
Draft one request
Prepare a client-specific email listing only the outstanding items.
- 04 / YOUR DECISION
You review and send
Check the latest arrivals and edit or approve the request.
WHEN SOMETHING NEEDS CHECKINGA file is unclear, duplicated or for the wrong month?
Leave the item unresolved and show you the file to check. A filename alone never proves the paperwork is complete.
WHAT YOU GET
A request the client can act on
Get the remaining questions in one place, with a current status and links to the files you need to verify.
An example of the outputSAMPLE DATA
- Client
- Sample café · August checklist
- Received
- Sales summary · supplier invoices
- Still needed
- August bank statement
- Needs your check
- Receipt you’ve flagged for a missing date
- Email draft
- Please send your August bank statement and confirm the date on the receipt I’ve flagged.
Illustrative checklist. The checklist tracks arrivals; you check whether each document is complete and usable.
INTEGRATIONS & HOSTING
How I could build it
| Tool | Its part in the workflow |
|---|---|
| Google Drive | Holds each client’s monthly folder, with access separated by client. |
| Google Sheets | Tracks expected documents, received files and items you have verified. |
| Gmail | Holds one draft request per client and month, ready for review. |
The technology
For a Google Workspace practice, I’d use Google Apps Script to connect Drive, Sheets and Gmail using scheduled checks and naming rules.
Where it runs
Apps Script runs on Google’s servers under an agreed business account. Client files would stay in your controlled Drive folders. I’d check usage limits, access and support arrangements before starting.
Platform details, if you’d like to go deeper
A SENSIBLE FIRST PROJECT
Start small. Check it helps.
How we’d judge it
Compare time spent assembling each request and count repeat chasers for items already received.
What stays under control
Client folders stay separate. Unclear files need review, and existing drafts are updated rather than duplicated.
Is chasing paperwork becoming a job of its own?
Tell me how it works today. If we agree a suitable first automation, I’ll build it for free and give you 30 days to try it. We agree the ongoing monthly price and any software costs before starting.